The following section will give you an overview of the distinct user roles available within BoardWorks, each tailored to support different levels of access, responsibility, and participation. These roles define the permissions and limitations assigned to users, ensuring secure and appropriate access to content, collaboration tools, and administrative functions. By clearly delineating capabilities, these roles help maintain governance, streamline operations, and uphold the integrity of your BoardWorks portal.
All roles are embedded into the application and cannot be customized, ensuring consistent role behaviour across the system. Additionally, each user can only be assigned to one role at a time, simplifying permission management and maintaining clear lines of responsibility.
To review each role, please expand the sections below.
Auditors
Auditors
The Auditor role is a specialized, limited-access profile focused on providing oversight and visibility across core platform activities while maintaining strict control over system integrity. Designed to support internal and external audit functions, this role offers read-only or limited participation capabilities, ensuring auditors can monitor operational data without the ability to modify content or system configurations.
Key Access Capabilities:
· View current alerts (no access to archived alerts or alert templates).
· Full view access to General Board Information documentation.
· Change between list and calendar views for Meetings & Events.
· Full participation in discussions including viewing, replying, adding, editing, and deleting posts.
· View-only access to Surveys and Evaluations.
· View all user profiles and edit only their own profile.
· View Collaboration workspaces.
· Ability to change their own password.
Restrictions:
· Cannot add, edit, or delete alerts, templates, folders, or items within Corporate Information, Directors’ Guide, General Board Info, or Links.
· Cannot create or manage Meetings & Events, Surveys, Evaluations, or Collaboration workspaces.
· No access to User Administration, Officer Groups, Committees, or System Settings (including Integrations and Agenda Tool).
Security and Control:
This role is tightly controlled to prevent any alterations to data, workflows, or user roles. Auditor access is intended strictly for monitoring, compliance verification, and internal reviews, providing transparency and oversight without administrative privileges.
Directors
Directors
The Director role is the most commonly used role within the board portal and is also the default role when a new user is created. It provides comprehensive access to key content and collaboration features, enabling active participation in board activities while maintaining control over sensitive administrative functions. Directors have viewing rights across all major information modules, with permissions to engage fully in discussions and meetings but limited ability to create or manage core system settings and user administration.
Key Access Capabilities:
· Alerts: Directors can view current alerts but do not have permission to create, edit, or manage alerts or templates.
· Corporate Information, Directors’ Guide, and General Board Information: Full view access to all folders and items without permissions to add, edit, delete, or reorder content.
· Meetings & Events: Directors can change between list and calendar views and are authorized to create meetings and events to facilitate board scheduling.
· Discussions: Directors have full discussion privileges, including viewing, replying, adding, editing, and deleting discussion threads.
· Links: Directors may view all shared links but cannot modify link folders or items.
· Surveys and Evaluations: Directors can view surveys and evaluations but cannot create or edit them.
· Profiles: Directors have access to view all user profiles and can view and edit their own profile only.
· Collaboration: Directors can view collaboration workspaces but cannot create new workspaces.
· Account Management: Directors can change their own passwords.
· User Administration, Group and Committee Management, and System Settings: Directors do not have permissions to view or modify users, groups, committees, or system configurations.
This role empowers Directors to participate actively in board governance and collaboration while protecting system integrity by restricting administrative capabilities.
Security and Control:
The Director role is designed with a strong emphasis on security and control. While Directors have broad visibility and active participation rights within the board portal, their permissions intentionally exclude administrative functions such as user management, system settings, and content modification beyond their own profiles. This separation of duties ensures that sensitive system configurations and user permissions remain tightly controlled, reducing risk and maintaining the integrity of the portal. Directors can confidently engage with all necessary information and collaboration features while safeguarding critical administrative controls.
Officers
Officers
The Officer role provides broad access to essential board portal features, focusing on participation and information consumption without administrative control. This role is designed to distinguish users who are not Directors and may not serve on committees, reflecting their distinct organizational responsibilities.
Key Access Capabilities:
View alerts and active notifications; cannot create or manage alerts or templates.
View Directors’ Guide and General Board Information.
Change meetings view between list and calendar; however, Officers cannot create meetings or events.
Fully participate in discussions, including viewing, replying, adding, editing, and deleting posts.
View links, surveys, evaluations, and user profiles; Officers may edit only their own profile.
Access and view collaboration workspaces.
Restrictions:
No access to Corporate Information content.
No permissions to create, edit, or delete folders, items, or templates.
No administrative rights related to user, group, committee management, or system settings.
Security and Control
The Officer role is structured to maintain clear separation between participation and administration. Officers can engage actively with collaboration and board materials but cannot modify system configurations or manage user roles. This approach ensures the security and integrity of the portal while enabling Officers to fulfill their duties effectively.
Senior Officers
Senior Officers
The Senior Officer role provides broad access within the board portal, with permissions closely aligned to the Officer role but includes additional viewing rights for Corporate Information. This role suits users in senior leadership positions who require comprehensive access to key content while remaining restricted from administrative and content creation functions.
Key Access Capabilities:
View alerts, corporate information, Directors’ Guide, and general board information.
Change meetings view between list and calendar; cannot create meetings or events.
Fully participate in discussions, including adding, editing, and deleting posts.
View links, surveys, evaluations, and user profiles; can edit their own profile only.
Access collaboration workspaces.
Restrictions:
No permissions to create or modify folders, items, alerts, or templates.
No administrative rights for user, group, committee, or system management.
Security and Control
Senior Officers have clearly defined boundaries ensuring system security by restricting administrative and content creation capabilities. This balance enables senior leaders to actively participate in board processes while protecting the integrity of portal management.
Site Viewers
Site Viewers
The Site Viewer role is designed for users who require broad access to board portal content primarily for viewing and participation, without content creation or administrative privileges. This role allows users to stay informed and engaged with board materials and discussions while maintaining strict controls over system modifications.
Key Access Capabilities:
View alerts, corporate information, Directors’ Guide, and general board information.
Change meetings view between list and calendar; cannot create meetings or events.
Fully participate in discussions, including replying, adding, editing, and deleting their own posts.
View links, surveys, evaluations, and user profiles; can edit their own profile only.
Access collaboration spaces for board-related work.
Restrictions:
No permissions to add, edit, or delete folders, items, alerts, or templates.
No administrative rights for user, group, committee management, or system settings.
Security and Control
The Site Viewer role supports secure, transparent access to board resources while preventing unauthorized content changes or administrative actions. This ensures users have the information they need without compromising system integrity.
Technical Administrators
Technical Administrators
The Technical Administrator role focuses primarily on backend system management and user administration, with minimal access to board content or discussions. This role is intended for users responsible for maintaining system configurations, managing users, groups, committees, and integrations, while having restricted access to most board materials.
Key Access Capabilities:
Manage user administration tasks such as viewing users, resetting passwords, and editing personal information.
View and manage officer groups and committee information, with rights to edit but not add new groups or committees.
Access and manage system settings and integrations.
View and edit own profile and change password.
No access to alerts, corporate content, meetings, discussions, links, surveys, or evaluations.
Restrictions:
Cannot add or enable users, edit roles, committees, or groups beyond allowed scopes.
No permissions for content creation, editing, or deletion within board materials.
Restricted from creating meetings or participating in discussions.
Limited access to agenda tools.
Security and Control
The Technical Administrator role provides essential system oversight capabilities with carefully limited access to sensitive board content. This separation ensures that system maintenance and user management tasks can be performed securely without exposing confidential board materials.
Committee Administrators
Committee Administrators
The Committee Administrator role is designed for users who manage and support their assigned committees within the board portal. These users have broad access to alerts, meetings, discussions, and committee-related administration, enabling them to coordinate committee activities effectively.
Key Access Capabilities:
Full access to alerts including viewing, adding, displaying archived, and managing templates.
View corporate information, directors' guide, and general board information but with restricted editing capabilities.
Ability to create and manage meetings and events.
Participate fully in discussions including viewing, adding, editing, replying, and deleting posts.
View links, surveys, and evaluations, though creating or editing surveys and evaluations is restricted.
View and edit own profile, and view profiles of others.
Manage assigned committees with permissions to view and edit committee details.
Edit user committee assignments.
View and manage users, though user creation, role changes, and enabling/disabling are restricted.
View groups with limited editing permissions.
Access system integrations settings.
Restrictions:
Cannot add or delete corporate folders or items.
Cannot add or delete folders or items within directors' guides or general board info.
Restricted from editing other profiles beyond their own.
Limited permissions on user administration such as adding users or changing user roles.
Cannot add groups or committees, only edit those assigned.
Restricted access to agenda tool.
Security and Control
Committee Administrators have significant control over their committee-related tasks and communication channels while maintaining boundaries on sensitive system and board-wide administrative functions. This ensures efficient committee management without overstepping into broader governance areas.
Document Administrators
Document Administrators
The Document Administrator is responsible for managing and maintaining the core content and documents within the board portal. This role has extensive permissions to add, edit, organize, and delete folders and items across corporate information, directors’ guides, and general board information. The Document Administrator also oversees collaboration spaces, surveys, and evaluations, ensuring the portal’s content is current, well-structured, and accessible. While highly empowered in document management, this role has limited access to user administration and alert functions.
Key Access Capabilities:
Full access to corporate information, directors' guide, and general board information with permissions to add, edit, delete folders and items, and update order.
Ability to create and manage meetings and events.
Participate fully in discussions including viewing, adding, editing, replying, and deleting posts.
Full control over links, surveys, and evaluations, including creating and editing.
View and edit own profile, and view profiles of others.
Manage collaboration workspaces fully.
Change own password.
Limited user administration access, with viewing users allowed but user creation, role edits, and enabling/disabling users restricted.
View and edit officer groups and committees with restricted rights to add new groups or committees.
Access to system integrations settings.
Restrictions:
Cannot manage alerts, including adding, editing, or deleting alerts or templates.
Restricted from user administration tasks such as adding users, resetting passwords for others, editing user roles, committees, or groups, and enabling/disabling users.
Cannot add new officer groups or committees, only edit existing ones.
Access to agenda tool settings is restricted.
Cannot edit other users’ profiles beyond own.
Security and Control:
This role maintains strong control over document integrity and organization within the portal, ensuring critical board materials are accurate, up-to-date, and appropriately structured. By limiting user administration and alert management permissions, it balances operational authority with security, preventing unauthorized changes to user roles or sensitive alerts. Strict control over folder and item management safeguards against accidental or malicious content alterations, preserving a reliable and secure information environment for all board users.
User Administrators
User Administrators
The User Administrator plays a crucial role in managing and maintaining the board portal’s user ecosystem. This role is empowered with broad permissions to oversee and update all aspects of the portal’s content and user profiles while supporting collaboration across committees and groups. With access to virtually all sections of the system, the User Administrator ensures the platform operates smoothly and securely, facilitating effective communication and governance.
Key Access Capabilities
Full access to alerts, including viewing, adding, archiving, and managing alert templates.
Comprehensive control over corporate information, directors’ guide, and general board info, with permissions to add, edit, delete, and organize folders and items.
Ability to create and manage meetings and events.
Full participation in discussions, including viewing, adding, editing, replying, and deleting posts.
Manage links with full permissions to add, edit, and delete folders and items.
Complete control over surveys and evaluations, including creating and editing.
View and edit all user profiles.
Extensive collaboration capabilities including adding workspaces.
View and manage users with permissions to reset passwords, edit personal information, user roles, committee and group assignments.
Manage officer groups and committees fully, with ability to add and edit.
Access and control over system integrations and agenda tools.
Permissions to change meeting views and manage own password.
Restrictions
Cannot add new users or enable/disable existing users, keeping critical user account control limited to other roles.
While able to add and edit many items, user creation and full user lifecycle management are restricted for security.
Enables a balance of authority and control, ensuring system integrity without overextending user admin privileges.
Security and Control
User Administrators hold significant responsibility in maintaining the integrity and smooth functioning of the board portal. Their broad access supports daily operations, content management, and user collaboration, but critical user account lifecycle actions like user creation and enabling/disabling accounts are restricted to safeguard against unauthorized access. This careful balance ensures that User Administrators can manage content and support users effectively, while adhering to security best practices and minimizing risks to system stability and data confidentiality.
Committee Managers
Committee Managers
The Committee Manager role provides comprehensive administrative capabilities specifically scoped to the committee(s) to which the user is assigned. This role empowers users to fully manage content, users, and activities related to their designated committees, including alerts, corporate information, meetings, discussions, and more. While Committee Managers have broad permissions within their committee boundaries, these rights do not extend beyond their assigned committees, ensuring strict data separation and security.
Key Access Capabilities
Full access to alerts within assigned committees: view, add, display archived, and manage alert templates.
Extensive permissions on corporate information, directors’ guide, and general board info related to assigned committees: view, add, edit, delete folders and items, and update order.
Manage meetings and events for assigned committees, including creation and calendar view changes.
Participate fully in discussions within assigned committees: view, add, reply, edit, and delete posts.
Manage links comprehensively within committee scope: view, add, edit, and delete folders and items.
Full survey and evaluation permissions within assigned committees: view, create, and edit.
View and edit own and other user profiles related to assigned committees.
Access and create collaboration workspaces scoped to committees.
User administration limited to assigned committees: view users, reset passwords, edit personal info, roles, committees, and groups.
Manage officer groups and committees, including adding and editing within committee scope.
Access system integrations settings.
Restrictions
Cannot add users or enable/disable user accounts.
Agenda tool access is restricted.
All permissions are strictly limited to the user’s assigned committee(s); no cross-committee or system-wide administrative rights are granted.
Security and Control
By tying all permissions strictly to committee membership, the Committee Manager role ensures that users can effectively manage and administer only their relevant committees, preserving confidentiality and preventing unauthorized access. This design fosters operational efficiency within committees while maintaining tight governance controls and organizational security standards.
Administrators
Administrators
Description:
The Administrator role is the ultimate super admin access level within the system. Users with this role have unrestricted access to all modules and content across the platform. They can create, edit, delete, and manage any item, folder, user, or setting without limitation. This role is designed for users responsible for overarching system management and configuration, ensuring complete control over all operational aspects.
Key Access Capabilities:
· Full access to all alerts including viewing, adding, displaying archived alerts, and managing templates.
· Unrestricted control over corporate information, directors’ guide, and general board information, including creating, editing, deleting, and organizing folders and items.
· Ability to create and manage all meetings and events.
· Full participation in discussions with permissions to view, add, edit, reply, and delete any discussion posts.
· Complete management of links, surveys, and evaluations including creation, editing, and deletion.
· View and edit all user profiles, including their own and others’.
· Comprehensive collaboration tools access, including creating and managing workspaces.
· Full user administration privileges including viewing users, adding users, resetting passwords, editing personal information, managing roles, committees, groups, and enabling/disabling users.
· Full officer group and committee administration rights with permissions to view, add, and edit groups and committees.
· Complete access to all system settings and integrations, including the agenda tool.
Restrictions:
· None. The Administrator role has no restrictions and cannot be limited from accessing any system content or functions.
Security and Control:
Given the expansive access granted to Administrators, this role should be assigned only to trusted personnel who require comprehensive system oversight. Access should be regularly reviewed to prevent unnecessary privilege escalation and to maintain the integrity and security of the system.
The BoardWorks Roles & Permissions matrix below outlines the specific access levels for each user role, making it easy to determine the most appropriate role for your users. You can also download a copy as a PDF using the link below.